Transcript Request Inbound

You can use the Transcript Request Inbound page to create a batch that generates a PDF file that contains all the letters requesting transcripts for students from other institutions (inbound transcripts). For example, you can print all of the letters that request transcripts requested in the last 10 days.

Once you queue the batch and it is processed by Anthology Student, you can display and print the PDF file that contains the letters.

Use the History tab to review the status of all the batches, print the letters generated by the batch, and manage the batches.

Prerequisites

You must have:

• Common - Processes - View authorization

• Contact Manager - Processes - Transcript Request Inbound authorization

• Reports - Academic Records - Official Transcript Request Letter authorization

The student must have a document configured to be an inbound transcript request in their list of documents. It contains the information about the institution, program, and attendance dates that you are requesting. If you need to add one, refer to Manage Documents or Document Lists for a Student.

Your institution must have configured a downloadable documents path in the options for the campus and you must have write permission to the folder in that path.

Access Method

Select the Processes tile > locate Contact Manager > select Transcript Request Inbound.

Procedure to Create and Queue the Batch

1. Select the Processes tab.

2. Under Selection Criteria, specify the criteria to filter the list of students.

   Campus The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column. Clear Letter Request after Generating If you select Yes, Anthology Student clears the request from the system. If you select No, the request remains in the system and will be printed the next time a batch is created if it meets the selection criteria. In both cases, Anthology Student maintains the record of the request in Tasks list (Students tile > select the student name > Contact Manager > Tasks tile).

   Number of Days Since Transcript Request Specifies the number of days since the letter for the transcript request was requested. For example, if you want all the letters for the last week, specify 7. Anthology Student uses the Requested Date for the document in the document folders for the students to determine the documents to include. Request From Indicates whether the transcript request letter is being sent to a college or high school.

3. Select the Next button.

   Anthology Student generates the list of institutions for the students who currently have documents that are configured as inbound transcript request in their documents folder that were added since the date you specified. All the institutions are selected by default.

4. Review the values and select the institutions.

   Campus The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column. Code The ID assigned to the item or institution by Anthology Student when it was added to the system. Institution The name of the institution. If you are specifying the value, it displays a dialog so that you can search for the institution. The list contains all of the colleges or high schools configured by your organization.

   Number of Requests The number of requested letters for the institution that will be in the file. Type Indicates whether the transcript request letter is being sent to a college or high school.

5. When you are ready to generate the files, select the Queue Transcripts button.

6. In the Queue Batch dialog, review or change the name of the batch and select the Queue button.

Anthology Student processes the batch and creates the PDF files that contain letters for the institutions included in the batch.

For Clear Letter Request after Generating, if you selected: 

• Yes, Anthology Studentclears the request from the system

• No, the request remains in the system and will be printed the next time a batch is created if it meets the selection criteria

In both cases, Anthology Student keeps the document in the documents folder as a record of the request.

When the batch completes, Anthology Student displays the results on the History tab, so that you can select the batch and print the PDF files.

Procedure to Review Results and Print

1. Select the History tab.

   Batches on this tab are available for 28 days by default. Anthology Student removes them after 28 days. If you need to keep the information for a batch, use the Export () button on the toolbar.

2. Review the status and values for the batches in the list.

   Duration The amount of time it took to process the job or batch. Name The transcript batch name. Started The date and time when the first job within the batch started executing.

   Submitted By The name of the staff member who submitted the batch for processing. Status A status of Preparing indicates that the jobs in the batch are still being created or are waiting on the system resources required to create them. Started indicates that the batch has been started. (At least one job in the batch is Enqueued, Processing, Succeeded, or Deleted.) Succeeded indicates all jobs in the batch have been executed, and ALL job statuses are Succeeded. Completed indicates all jobs in the batch have been executed, some jobs may be in the Succeeded status, but at least one of the jobs is in Deleted status. Awaiting indicates the batch is awaiting the completion of a dependent job or batch. Deleted indicates that the batch has been canceled.

3. Select the name of the batch in the list. displays the details for the job in the Job Results list.

4. Review the list of institutions in the batch. All the columns are shown by default.

   Campus The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column. Code The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique. File Name The name of the file. In some cases, it is the name you want to use, or previously specified, for the file. In some cases, it is the name specified by Anthology Student. Institution The name of the institution. If you are specifying the value, it displays a dialog so that you can search for the institution. The list contains all of the colleges or high schools configured by your organization. Job Created The date and time when the job was added to the background job queue.

   Job Result Indicates the processing result for job. If it was successfully processed, it displays Passed or Succeeded. Otherwise, it displays the reason why it was not processed. Job Started The date and time when the job was pulled from the queue and started executing. The start time for a job will be the same time or later than the start time for the batch. Job Status The status of the job. Enqueued indicates the job is in the queue waiting to be executed. Scheduled indicates the job is scheduled to run at a future time. Processing indicates the job is running. Succeeded indicates the job was completed with no errors. Deleted indicates the job was completed with errors. Path The path to the location where the file is saved. Type Indicates whether the transcript request letter is being sent to a college or high school.

5. When you are ready to print, select the Print button on the toolbar.

   Anthology Student displays a PDF file that contains all the letters for all the institutions in the batch so that you can print the file.